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SWIFT Update January 19, 2017

2017 Agency Annual Schedule

The 2017 Agency Annual Schedule is now available on the MMB SWIFT Budget and Accounting Instructions webpage.


New Process for Appropriation Budget Entries and Adjustments

Instead of using paper forms and Excel spreadsheets, agencies will submit their appropriation budgets for the 2018-2019 biennium to MMB online using a new web-based system called Appropriation Maintenance Application (AMA). Begun in late 2015 and scheduled for go-live on April 3, 2017, AMA is a custom-designed and built system that will centralize and automate the process for requesting and approving new appropriations and changes to existing appropriations for upload to SWIFT and BPAS.

Users will access AMA through a link in the statewide systems portal; the system will use existing SWIFT Security roles. Agency Preparers will process appropriation budgets requests and change requests in the system and route them to Agency Approvers. Once the agency’s MMB Executive Budget Officer has approved the transaction, it will pass to SWIFT Support for approval and upload to SWIFT and, finally, to Budget Operations for upload to BPAS. Agencies will be able to track the progress of their requests on-line.

System testing will begin in January, with User Acceptance Testing targeted to be completed in mid-February. Training for state agencies on the new system will be held during March at the Centennial Office Building in St. Paul. Training session dates and signup will be announced in early February. System development is financed through a 2013 legislative appropriation for budget systems development. The Appropriation Maintenance Application (AMA) project team includes MMB staff from SWIFT Module Support, Budget Operations, and staff from MN.IT at MMB.

If you would like to receive future updates on the system, request to be added to the Budget Systems newsletter list by emailing budget.finance.mmb@state.mn.us.


Hot Topic:  What is a Run Control ID

A Run Control ID is a unique name used to save search parameters and run a report or process in SWIFT. Instead of entering the same values each time you run a report, you create and save a run control. The next time you run the report, select the run control and the system completes the parameters.

Some facts about run controls:

  • Search parameters can be updated on an existing Run Control ID. By selecting an existing Run Control ID the previous values will default, but can be changed.
  • New, unique Run Control IDs can be created for the same report or process. This is useful if you run the report differently each time (i.e. monthly and quarterly reporting). 
  • Run Control IDs cannot be deleted. Be cautious about creating too many unique Run Control IDs. 
  • Run Control IDs are specific to each user and are not shared.
  • A user can create one Run Control ID and use it to run multiple reports.

For additional information about Run Control IDs, see the Run Controls for Reporting reference guide.


SWIFT FMS System Maintenance

SWIFT's Financial Management System (FMS) is scheduled for a PeopleTools upgrade on Friday, January 27, 2017, beginning at 6 p.m. The upgrade is expected to be completed Sunday, January 29, 2017. SWIFT FMS and Supplier Portal will be unavailable during the upgrade.

The PeopleTools maintenance upgrade will not change the look and feel in SWIFT. Please contact the SWIFT Help Desk with questions about the PeopleTools upgrade or system downtime. 


Sign Up for SWIFT Classroom Training

SWIFT classroom training is scheduled for the following modules. Classes are free of charge and open to everyone. You can enroll for this training by opening Employee Self-Service and selecting the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Seats are available in the following classes:

Class 

Date 

Time 

AP Voucher Entry, Maintenance, Approval & Reporting Tools (AP2)

February 22, 2017

8:30 am to 4:00 pm

AR Direct Journal Deposits (AR/BI3a)

January 25, 2017

8:30 am to 12:00 pm 

AR Item Deposits & Applying Payments (AR/BI3b)

January 25, 2017

1:00 pm to 4:30 pm

AR Account Maintenance & Customer Interactions (AR/BI3c)

January 26, 2017

8:30 am to 12:00 pm

Budget Journal Administration (BC2)

February 2, 2017

8:30 am to 4:00 pm

Create & Manage Purchase Orders for Buyer Roles (PO1)

January 24, 2017

8:30 am to 4:00 pm

Create & Manage Supplier Contracts (SC1) 

January 31, 2017

8:30 am to 4:00 pm


SWIFT Help Desk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT:
651-201-8100, option 2 or by email  SWIFTHelpDesk.MMB@state.mn.us

Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.

When emailing the SWIFT Help Desk, be sure to include all details regarding the issue. Information to include with your message:

  • Issue Description
  • Business Unit
  • Module (Accounts Payable, Purchase Orders, etc.)
  • Transaction ID (Voucher ID, PO ID, etc.)
  • Error Message Print Screen

Additional assistance can be found on the SWIFT Reference Guide page.

SWIFT Training

To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.

SWIFT Update Mailing List

The SWIFT Update is sent to the SWIFT Newsletter subscription list. Use the links at the bottom of the page to subscribe or unsubscribe to the SWIFT Newsletter subscription list.

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